Helm · 10 hours ago
Administrative Assistant / Porter
Mahwah, NJ
Full-time
Onsite
Senior Level
$19/hr - $23/hr
5+ years expHelm is hiring an Administrative Assistant / Porter to deliver world-class service at the JLRNA Technical Center. The role involves maintaining safety standards, shop cleanliness, and managing vehicle logistics while ensuring effective communication with employees and suppliers.
AdvertisingBrand MarketingE-CommerceMarketingRetail Technology
Responsibilities
Comply with health and safety standards and maintain a safe work environment in the Technical Center
Maintain shop cleanliness and follow published 5S standards
Maintain a professional relationship with JLRNA employees and supplier personnel
Maintain and use equipment in Technical Center to operational standard
Take reasonable precautions to protect company vehicles
Ensure training requirements, as outlined by JLRNA, are completed successfully on time
Maintain JLRNA’s Key Track System
Co-ordinate the collection of disposable items (e.g. tires, oil, and scrap metal)
Represent the technical center brand positively, maintaining respectful, helpful communication at all times to all parties
Record vehicle movements accurately in internal systems or logs
Parking Lot Management - Maintain a clean, safe, and organized layout of inventory, as it relates to the technical center, and ensure all vehicles belonging to the center are staged in the appropriate area(s). Remove trash, debris, and report any facility or safety hazards
Assist with vehicle movement, quick detail jobs, and logistics
Perform vehicle inspections on all required vehicles within 24hrs of vehicle arrival
Assist with administrative duties including, but not limited to: Repair Order creation and documentation, assisting Technicians and Shop Manager with locating and moving vehicles into and out of shop, vehicle test drives, vehicle refueling or recharging, contacting internal JLR clients for vehicle repairs and scheduling, assisting with Tech Center repair scheduling, communication with JLR clients regarding vehicle updates, cross training on parts lookup, warranty administration, and vehicle dispatching
As per Technical Center’s rework schedule, co-ordinate the transportation of vehicles from JLRNA’s Technical Center to the transport vehicle carriers in support of the rework process
Signing out of keys from the Key Track System
Locating assigned units
Physical evaluation to assess any visible/ apparent damage (not limited to e.g. dents cracked windshield, scratches) to account for damage prior to handing vehicle(s) over to transport carrier(s)
Short test drive/ lap vehicles to identify any fault/ service codes and/ or drivability issues to be addressed before release to transport carrier(s) (not limited to e.g. check engine light; service required; vibrations; road noise; poor braking; under/ over inflated tires)
Removal of DTM plates and documentation of which vehicle removed from
Staging vehicles to be collected in designated collection zone
Updating various spreadsheets with units and carrier
Scheduling delivery with transport carrier(s)
Physical vehicle evaluation
Collection of all keys to deliver to Technical Center for Keys Track System entry
Short test drive/ lap to identify any fault/ service codes and/ or drivability issues to be addressed
Parking of delivered units
Interact with customers and provide exceptional experiences on a daily basis, including Business Personnel and transport companies
Assist in vehicle pick-up and exchanges with JLRNA employees, including scheduling pick-up and preparing vehicles. Preparation includes vehicle cleanliness, fuel, and free of defects/issues
Receive and dispatch vehicles to and from the transporters. Complete the transportation paperwork/process. Ensure all damages are noted on the delivery receipt while the carrier is present and obtain a copy of all necessary paperwork. Secure the vehicle and lock all keys in the Key Track System
Qualification
Required
Comply with health and safety standards and maintain a safe work environment in the Technical Center
Maintain shop cleanliness and follow published 5S standards
Maintain a professional relationship with JLRNA employees and supplier personnel
Maintain and use equipment in Technical Center to operational standard
Take reasonable precautions to protect company vehicles
Ensure training requirements, as outlined by JLRNA, are completed successfully on time
Maintain JLRNA's Key Track System
Co-ordinate the collection of disposable items (e.g. tires, oil, and scrap metal)
Represent the technical center brand positively, maintaining respectful, helpful communication at all times to all parties
Record vehicle movements accurately in internal systems or logs
Parking Lot Management - Maintain a clean, safe, and organized layout of inventory, as it relates to the technical center, and ensure all vehicles belonging to the center are staged in the appropriate area(s). Remove trash, debris, and report any facility or safety hazards
Assist with vehicle movement, quick detail jobs, and logistics
Perform vehicle inspections on all required vehicles within 24hrs of vehicle arrival
Assist with administrative duties including, but not limited to: Repair Order creation and documentation, assisting Technicians and Shop Manager with locating and moving vehicles into and out of shop, vehicle test drives, vehicle refueling or recharging, contacting internal JLR clients for vehicle repairs and scheduling, assisting with Tech Center repair scheduling, communication with JLR clients regarding vehicle updates, cross training on parts lookup, warranty administration, and vehicle dispatching
As per Technical Center's rework schedule, co-ordinate the transportation of vehicles from JLRNA's Technical Center to the transport vehicle carriers in support of the rework process
Signing out of keys from the Key Track System
Locating assigned units
Physical evaluation to assess any visible/ apparent damage (not limited to e.g. dents cracked windshield, scratches) to account for damage prior to handing vehicle(s) over to transport carrier(s)
Short test drive/ lap vehicles to identify any fault/ service codes and/ or drivability issues to be addressed before release to transport carrier(s) (not limited to e.g. check engine light; service required; vibrations; road noise; poor braking; under/ over inflated tires)
Removal of DTM plates and documentation of which vehicle removed from
Staging vehicles to be collected in designated collection zone
Updating various spreadsheets with units and carrier
Scheduling delivery with transport carrier(s)
Physical vehicle evaluation
Collection of all keys to deliver to Technical Center for Keys Track System entry
Short test drive/ lap to identify any fault/ service codes and/ or drivability issues to be addressed
Parking of delivered units
Interact with customers and provide exceptional experiences on a daily basis, including Business Personnel and transport companies
Assist in vehicle pick-up and exchanges with JLRNA employees, including scheduling pick-up and preparing vehicles. Preparation includes vehicle cleanliness, fuel, and free of defects/issues
Receive and dispatch vehicles to and from the transporters. Complete the transportation paperwork/process. Ensure all damages are noted on the delivery receipt while the carrier is present and obtain a copy of all necessary paperwork. Secure the vehicle and lock all keys in the Key Track System
Preferred
College degree preferred but not required
A minimum of 5 years of relevant experience is strongly preferred
Company
Helm
Helm is a leading marketing company that provides supply chain services and leading-edge technology solutions.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Diane Biber
Chief Human Resources Officer
Recent News
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